PaperLess was born in 1997 in Oslo with the vision of improving the efficiency of accounting systems by using automatic invoice recognition, electronic document flow and archiving. With an expanding client base of 1700 installations across Europe the PaperLess solution integrates seamlessly with both Sage 50 and Sage 200 Business Suite and manages the whole routine from scanning or adding electronic documents to processing them in the accounting systems.
Yes, that right, 2018 marks the year when Sage users for access to Full Document Management Automation, meaning Finance Professionals can now speed-up invoice processing routines and automate document management processes, all this seamless integrated with their Sage accounting package.
Check out Sage Additions catalogue and see how you can now automate your document management processes with the Sage Developer Solution developed by PaperLess Europe. PaperLess powerful document management features integrate seamlessly with Sage, allowing you to have all your documents directly linked to your transactions in Sage so that you can easily manage and find all your documents.
Want to know more about how PaperLess Automatic Invoice Recognition for Sage works...
Faster invoice processing routines, greater accuracy in the bookkeeping process and no more time spent on manual paper filing are just some of the main experienced by JACOB, the UK leading company in pipework systems, who also considers the purchase invoice approval system of PaperLess as an invaluable feature.
The leading UK company in pipework systems that has the largest warehouse of its kind in Europe - JACOB – needed a solution that would allow the entire team to have a complete overview of all documents received, and at the same time automatically retain an archival history of all contacts with the customers without having to spend time filing paperwork.
After looking at several options, PaperLess Document Management software was the chosen solution because besides giving answer to the company’s needs, it also offered a seamless integration with Sage 50 Accounts. This meant that JACOB’s team could also have access to Automatic Invoice Recognition, with all documents automatically stored and linked to the transaction lines in Sage 50.
The integration between PaperLess and Sage allows the retrieval of a document by doing a simple look-up directly from within Sage, meaning no more time spent on manual filing. However, for Paul Adams, from JACOB Accounts Team, “the main change is that we have a central filing system that can be accessed by everybody without the need to (mis-)file paperwork, and greater control of both the Sales and Purchasing systems.”
With PaperLess software the entire team at JACOB can see incoming enquiries, meaning that they all get dealt with and everyone can see the progress of sales enquiries, and can each help with the caseload. Documents can also be easily sent for approval within the PaperLess system, and it is easy to keep track of the status of each one of them, something clearly valued by Paul Adams who considers that PaperLess has “become an essential platform” for the company’s activity.
Besides providing the means for greater control of Sales and Purchasing, for the company’s representatives PaperLess is also allowing them to save time and achieve greater accuracy levels in the bookkeeping process. Significant time savings were achieved by simply removing the necessity for manual paper filing as well as by the reduction of time spent on manual data input with PaperLess Automatic Invoice Recognition.
For JACOB, using PaperLess to process incoming purchase invoices was relatively easy and customer receipts are generally much easier to process using PaperLess. As when implementing any new software solution that changes routines, some adjustments were needed, like for example a change to the invoice layout by JACOB’s parent company increased invoice recognition success rate even further.
An implementation project where client’s expectations were clearly fulfilled, with the company considering that even after the implementation of PaperLess, they are still able to upgrade as usual to latest Sage versions, as PaperLess (as Sage Integrator) are quick to comply with new Sage versions. Paul also considers that PaperLess software upgrades are good with their improvements and new functionality, but wishes that one of the new features, recognition and automatic archiving of non-accounting documents, were available with Standard User license, making the pricing of such new software feature more competitive. Recognition of documents requires Bookkeeper User license.
Overall for JACOB the fact that PaperLess enabled them to have a central filling system, with all Purchase Invoices automatically archived and where the entire team can easily view all incoming documents and act upon them when necessary, are some of the main benefits PaperLess software brought to the company.
This client also stresses the importance of PaperLess Invoice Approval in their activity, with the authorisers being able to have quick access to purchase invoices needing approval and to approve or request changes with ease. The integration with Sage means that both invoices and the complete audit trail of the approval process are automatically linked to Sage, that these can be easily retrieved by doing a simple document look-up from Sage transactions or alternatively, from within PaperLess’ powerful Accounting Archive.
OCR stands for Optical Character Recognitiontechnology which is becoming part of the daily routines of any finance professional dealing with a large number of documents. By speeding-up invoice processing routines and reducing the need for manual data input OCR technology is transforming the way Accounts Departments work.
From Accountants and Bookkeepers to Construction companies and the Hospitality Industry, Optical Character Recognition is the key for companies to process large volumes of documents without the need to increase the headcount.
What to do with all the data extracted from the documents?
Well that is where things get more complicated, if the OCR engine you are using only extract the data and does not integrate with the software you are using for your accounts, you end up having to copy and paste it into the fields where you want to have that data placed. That is why integration with your accounting software is key to ensure that you fully exploit all the potential your OCR engine has to offer.
PaperLess document imaging system uses two layers of sophisticated OCR (Optical Character Recognition) technology to recognise the information on your invoices. With Automatic Invoice Recognition, PaperLess document imaging system extracts the relevant data from your invoices quickly so that your organisation can save time and reduce manual data entry.
PaperLess document imaging system handles multiple suppliers and multiple document formats, such as PDF and XML invoices. PaperLess integrates seamlessly with Sage 50 Accounts, Sage 200c, Sage 200 Standard, Sage 200 Standard Online and Sage 200 Extra Online and many other accounting applications so there is no need to give up your current accounting application. Synchronisation happens instantly in the background. Businesses can run invoice recognition for Sage on multiple invoices at the same time. Configuration to handle many different invoice formats is easily managed.
PaperLess document imaging system saves time and reduces manual errors. Paperless even checks for duplicate transactions when running invoice recognition for better document management. PaperLess also helps your business convert PDF to OCR by using the automatic invoice recognition so manual data entry can be minimised.
After the invoice recognition extracts the relevant data from invoices to PaperLess, your colleagues can edit accounting information and send accounting transactions to other team members for approval. PaperLess document imaging system has Document Approval functionality so that your team can approve documents with comments in PaperLess. PaperLess integrates with your existing accounting application so you can post transactions with the relevant documents directly into your accounting application from PaperLess. Your colleagues will also be to view the transactions at a later stage both in the accounting application and in PaperLess.
Additionally, businesses can also manage their non-accounting documents in the Other Document Archive securely and efficiently. PaperLess document imaging system enables businesses to manage both accounting and other documents in separate archives, so there is no need for companies to compromise their security. Comprehensive user rights protect your data and documentation so each user can have access to one or more archives in PaperLess with different levels of user rights authorised. Keeping general business documents in the PaperLess Other Documents Archive separate from the PaperLess Accounting Archive provides further security for your accounting records. In one single window in PaperLess you can easily configure all your user rights.